Sensitive Minor Equipment Purchases

Departmental procurement cards can not be used for the purchase of sensitive minor
equipment. (See FISCAL POLICY 530 for restrictions regarding the use of procurement cards.)

Follow the procedure below for purchases of sensitive minor equipment.

Sensitive Minor Equipment is defined as items valued from $1500 to $5000 that are
particularly vulnerable to theft. These items are included on the annual departmental
equipment inventory and will need to be tagged with a UT Equipment Inventory Tag.

Examples of Sensitive Minor Equipment:

Boat Trailers

Canoes

Forklifts

Marine Band Transmitters & Receivers

Musical Instruments

Radio Scanners

Televisions

Vector Scopes

Waveform Monitors

Boats

Cameras

LCD Multimedia Projectors

Fax Machines

Oscilloscopes

Motorized Vehicles

Two-way Radio Transmitters & Receivers

Video Cameras

Firearms*

Switches/Routers/Hubs

Video Recorders & Players

Boat Motors

Camera Lenses (200mm & larger)

Computers

Ham Radios & Receivers

Microscopes

Printers

Spectrum Analyzers

Tractors

Riding Lawnmowers

*All firearms must be recorded regardless of price

Any equipment purchased that falls within this price range but not listed above should
be given the general ledger expenditure account Supplies--439100

Procedure for purchasing sensitive minor equipment:

Generate an asset number in IRIS using classification 80000.

If the purchase is between $1500 and $5000 and the vendor will invoice the department
without a purchase order, order the equipment.

If the purchase is between $1500 and $5000 and the vendor requires a purchase order,
generate a customized purchase order on departmental letterhead and forward it to
the vendor in lieu of an official UT Purchase Order. Note: if the vendor requires an official UTC Purchase Order(e.g. Dell, Apple), follow
step 4 below

For purchases over $5000 generate an asset requisition in IRIS and the order will
be processed on a UTC Purchase Order.

Upon receipt of the equipment, notify Sue Garrett at 4732 and she will tag the equipment.

When the invoice is received, note the asset number on it and process it for payment.